Administrative Assistant (ILC Secretariat), Rome

Job Title : Administrative Assistant (ILC Secretariat) - Rome, Italy

ID : 23969

Location : ROME

Date of issue : 12/03/2024

Close Date : (Midnight, Rome Time) 12/16/2024

Organizational Unit : International Land Coalition

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 1 Year

Grade : G-3

Organizational Setting

The International Land Coalition (ILC) is a global alliance of 300+ civil society and intergovernmental organisations working together to put people at the centre of land governance through shifting power to the women, men and communities who live on and from the land. ILC network organizes around member-led country platforms (called National Land Coalitions) as well as into member-led regional and global thematic platforms.

The support team to the ILC network (One Team) is hosted by various members of ILC that act as administrative hubs for the network, including the International Fund for Agricultural Development (IFAD) in Rome. The One Team carries the responsibility to provide support to the Coalition in the implementation of the ILC Strategy 2022-2030, being accountable to members and donors.

The Corporate Services cluster serves as an enabler to ILC operations and facilitates administrative, human resources and financial services to the One Team systems across the various hubs to implement annual workplans of the ILC.

This position is located in the Corporate Services Cluster of One Team. It is hosted by the International Fund for Agricultural Development (IFAD) in Rome. ILC Secretariat links back to IFAD via OTD.

The position works under the supervision of the Corporate Services Analyst of the ILC.

Job Role

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the ILC team and its workflow and management of information.

The incumbent works under the supervision of the Corporate Services Analyst of the International Land Coalition (ILC), to provide administrative support to ILC One Team.

Key Functions and Results

1. COMMUNICATIONS & WORKFLOW: supports the communications and workflow of the ILC to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include: a. distributing incoming correspondence, reports and other materials b. managing the generic office e-mail account and distributing action items to ILC team c. receiving telephone calls and visitors, referring them to the appropriate source or reply to basic inquiries d. providing direct administrative support to the director as needed, including maintaining the Director's calendar e. preparing periodic reports, extracting information and preparing statistical tables on request f. maintaining the office filing and reference systems, both traditional and digital g. maintaining ILC inventory and office supplies stock h. Support knowledge building and information sharing

2. OPERATIONAL SUPPORT: the Administrative Assistant provides the full range of office support to members of the ILC team. Accountabilities typically include: a. ERP data entry and reporting activities as originator b. Support the administration of ILC grant portfolio c. applying internal procedures and tracking systems for correspondence and documents d. monitoring work progress and priority cases e. supporting the organisation of meetings and workshops f. making travel arrangements for the ILC team and ILC sponsored travellers g. monitoring staff attendance and leave

3. OFFICE SUPPORT: Ensures the full range of office support to supervisor and ILC team. Accountabilities typically include: a. preparing briefing materials for official trips or meetings b. drafting responses to written inquiries on routine and non-routine questions c. monitoring and following up on established deadlines d. ensuring timely submissions of reports, correspondence and other documents e. reviewing outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures f. preparing correspondence for signature g. make informal translations of correspondence

4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned ILC resources, including equipment, and supplies.

Key Performance Indicators

The Administrative Assistant reports to the Corporate Services Analyst and their scope of key results is limited to the ILC. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. The work is standard in nature; there are no specialised administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities. The incumbent brings any inconsistencies or discrepancies to the attention of the supervisor or responsible officer.

Working Relationships

The Administrative Assistant is accountable for the exchange of routine information with counterparts within IFAD. Routine exchange of information within ILC and host (IFAD) includes arranging travel, procurement and information technology support. Typical contacts within the division, office or department as well as external contacts consist of responding to basic inquiries.

Job Profile Requirements

Organizational Competencies:

Level 1:

• Building relationships and partnerships - Builds and maintains effective working relationships
• Communicating and negotiating - Communicates effectively; creates understanding between self and others
• Demonstrating leadership - Personal leadership and attitude to change
• Focusing on clients - Focuses on clients
• Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates
• Managing performance and developing staff -
• Managing time, resources and information - Manages own time, information and resources effectively
• Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability
• Strategic thinking and organizational development - Personal influence
• Team working - Contributes effectively to the team

Education:

• Level - High school diploma

Experience:

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• At least three (2) years of general office and/or clerical experience

Languages:

• Required English (4 - Excellent)
• Desirable: French or Spanish (3 - Good)

Skills:

• Logistics management: Know-how in logistics support specific to position, such as Travel Management (including travel arrangements, visa administration, etc.), Event organization (e.g. organization of conferences, (virtual) meetings, retreats, trainings), etc.
• Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
• Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases
• Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.)
• Topical expertise - Administration: Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines)
• Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams
• Basic ICT & digital fluency: High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.)
• Client orientation: Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions
• Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
• Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants)
• Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies

Other Information

The appointment to this one-year fixed-term position is limited to service with the ILC Secretariat and entails no expectation of service, indefinite appointment or conversion to any other type of appointment within IFAD. The source of funding for the appointment to this position is the ILC account administered by IFAD on behalf of the ILC.

Possible extensions of this appointment are subject to the presence of a valid agreement between IFAD and the ILC, continued existence of the position and functional needs, satisfactory conduct and performance as well as availability of funding from the ILC account.

The ILC is a network of 300+ organizations governed by its global Assembly of Members. IFAD hosts the global ILC secretariat in its Headquarters. ILC staff are governed by IFAD's legal instruments including the general provisions of the Human Resources Policy, the Staff Rules, the HR Implementing Procedures unless specified otherwise in the Memorandum of Understanding.

IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation in line with its Diversity, Equity and Inclusion (DEI) Strategy and the Policy to prevent and respond to sexual harassment, sexual exploitation and abuse .

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org

In the interest of making most cost-effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.